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Marshall Municipal Utilities

"Providing Hometown Reliability"

Board Meeting Minutes

December 15, 2009

The Board of Public Works convened the regular session at 8:30 a.m. at the Marshall Municipal Utilities Business Office. Board members present were Charles Hird, President; Mike Mills, Vice President; Jim Heinzler, Secretary; and Spencer Fricke, member. Also present was Ms. Shawna Cox and her father; and Mr. Roy Hunter, Marshall-Saline Development Corporation Director.

The agenda was approved as presented.

Ms. Cox explained that she has owned her house (562 N. Benton) for two years. She had been having problems with her sewer. Ms. Cox said that when she talked with Underground Facilities Director Monty Chase, he told her that a new sewer main was put in her area approximately 8 to 10 years ago. Ms. Cox had a plumber try to clean out her sewer line but the line was blocked. Underground Facilities personnel ran the sewer camera through the sewer main and encountered no problems. The plumber dug up the area and found that Ms. Cox’s sewer was connected to a private main and not to the public sewer main in the street. The plumber did connect Ms. Cox’s sewer line to the public main at an added expense since a street cut was necessary. Ms. Cox also questioned why she had been charged a sewer bill for the past 2 years when she was not connected to the public sewer. Ms. Cox stated that the real estate disclosure indicated her sewer was hooked to the public sewer line. Ms. Cox felt that MMU was negligent and should pay the repair bill for her sewer. Mr. Hird explained to Ms. Cox that she could file a claim with MMU’s insurance company. Mr. Hird indicated that the Board would discuss the matter and make a decision at a later date. Ms. Cox and her father left the meeting.

Mr. Hunter expressed his thanks to the Board for the use of office facilities. Mr. Hunter reported MSDC is developing a retail sites and facilities database to be put on the MSDC website, possibly early next year. MSDC is working on a couple of good projects but progress has slowed due to the downturn in the economy. The renewable fuels project is still progressing with a definite decision being made possibly this spring. Mr. Hunter indicated MSDC does have some budget concerns, partly due to expenses for the shell building. A Vista volunteer has been developing a database of Saline County graduates with the intent to be able to contact every graduate in regard to promoting the community. After completing his report, Mr. Hunter left the meeting.

The minutes of the previous meeting were approved as printed on a motion by Mr. Heinzler, seconded by Mr. Fricke.

Electric Distribution Director Jeff Bergstrom reported the electromechanical relays at Southeast Substation need to be replaced. An engineering firm will need to revise the existing drawings, after which MMU personnel will draft new drawings. The labor for this project would be in-house. Director Bergstrom indicated a spare relay would be purchased. On a motion by Mr. Mills, seconded by Mr. Heinzler, the Board approved replacing the relays at Southeast Substation and adding a spare relay.

Director Bergstrom explained that bus differential protection needs to be added to the 161 kV bus at the Southeast Substation. An engineering firm will need to revise the existing drawings, after which MMU personnel will draft new drawings. The labor for this project would be in-house. On a motion by Mr. Fricke, seconded by Mr. Mills, the Board approved adding differential protection to the 161 kV bus at the Southeast Substation.

Bids were opened December 11, 2009, for a capstan winch for a digger derrick truck. Director Bergstrom is reviewing these bids and should have a recommendation at the next Board meeting.

The relay that was repaired has been installed at the North Street Substation. The substation is energized and should be in service soon.

Administrative Services Director Ken Gieringer reported there has been a substantial increase in the number of customers served since the Internet access speed was increased in March of 2009. On a motion by Mr. Mills, seconded by Mr. Fricke, the Board approved increasing the dedicated internet access through MMU’s supplier by 25%.

Employee Relations Manager Megan Baldridge explained MMU would like to make a few voluntary insurance benefits available to employees beginning in 2010. These voluntary policies would be a life insurance policy and two Aflac policies (an accident policy and cancer coverage). The premiums for these voluntary policies would be paid by the employee and there would be no direct costs to MMU. On a motion by Mr. Heinzler, seconded by Mr. Fricke, the Board approved making voluntary life insurance and two Aflac policies available to employees.

Ms. Baldridge announced that John Heilman, Operator/Maintenance at the Wastewater Treatment Plant, was selected as Employee of the Quarter for the quarter ending September 30, 2009. John was also selected as Employee of the Year.

Ms. Baldridge reported the remaining three insurance carriers that we were waiting on for quotes for 2010 employee medical coverage declined to provide a quote. This included a self-funding proposal. As approved by the Board at the last meeting, Mercy Health Plans has now been informed that their renewal offer is accepted.

The following bids were opened December 11, 2009, for a media center for Underground Facilities.

	Bid Media Center	Model	Option: CPU & Monitor	Deduct for trade-in of Xerox 2515 copier	Deduct for trade-in of Designjet 1050C plotter	TOTAL
Graphic Enterprises North Canton, OH	$27,500	GEI 5636	N/A	0	0	$27,500
Rotolite St. Louis, MO	$17,790	Xerox 6604		0	-$500	$17,290

Underground Facilities Director Monty Chase reported the copier now being used is more than 15 years old and the printer is more than 10 years old. The media center would combine the copier and the printer and would add other functions as well. Director Chase indicated the low bid does meet the specifications. On a motion by Mr. Mills, seconded by Mr. Fricke, the Board approved the purchase of the media center from Rotolite of St. Louis Inc. for $17,290.

The Board discussed the request made by Ms. Shawna Cox concerning her sewer repairs. It was the consensus of the Board to request that Ms. Cox submit a claim through MMU’s insurance before determining any further action.

General Manager Kyle Gibbs, in response to a question raised by Mr. Heinzler at the last Board meeting, explained MMU’s current payment policy for employees volunteering for mutual aid events. The policy states that overtime is paid after an employee has worked 40 hours in any week. Mr. Heinzler indicated he has had inquiries from a couple of MMU employees as to why MMU did not pay overtime for all time worked during a mutual aid event as some other cities do. Ms. Baldridge explained that the policy for payment during a mutual aid event must match the policy for payment during emergencies in Marshall in order for FEMA to reimburse the city that has requested mutual aid. MMU surveyed a number of cities in August 2008 to determine how they paid their employees during a mutual aid event. Some of the cities paid overtime for all time worked. The Board requested that another survey be conducted. Mr. Heinzler asked that input be solicited from employees regarding the payment policy for mutual aid. Further action concerning the mutual aid payment policy will be postponed until further information can be gathered.

On a motion by Mr. Mills, seconded by Mr. Fricke, accounts payable were approved and warrants ordered issued from the following funds:

	WATER OPERATING FUND		$	114,553.15
	ELECTRIC OPERATING FUND		$	949,909.74
	SEWER REVENUE FUND		$	105,264.08
	INTERNET OPERATING FUND		$	  7,314.12
	NATURAL GAS OPERATING FUND	$	    152.55
	ELECTRIC CONSUMER DEPOSIT FUND	$	  5,400.00

On a motion by Mr. Heinzler, seconded by Mr. Fricke, the Board voted unanimously to adjourn the regular meeting at 10:22 a.m. to go into executive session to discuss matters related to legal action and personnel (Mo. Rev. Stat. 610.021 [1] [3], if authorized). Roll call vote:
Spencer Fricke yes
Jim Heinzler yes
Mike Mills yes
Chuck Hird yes